Advancement Assistant and Special Projects Coordinator

Advancement Assistant and Special Projects Coordinator

Coe College seeks qualified candidates for the position of Advancement Assistant and Special Projects Coordinator. This position is is responsible for providing executive support to the AVP leadership team to ensure AVP time is freed up and priorities can be met. Additional responsibility for supporting day-to-day operations of the Advancement office which includes: coordination of communication, reporting and activities for several Advancement functions, and coordination of special fundraising project activities and events.

Essential Job Responsibilities:

• Executive administrative support to the AVP leadership team for updating Raiser's Edge records, including contact reports, emails to schedule visits, and any other follow up documentation.
• Act as a first contact and liaison for the Advancement Office, answering phones, greeting guests, providing responses and answers to questions on the behalf of the department to colleagues, students, parents and friends of the college.
• Coordinate all functions of the Clark Alumni House, including reserving rooms for events and for overnight guests. Communicate with other departments on campus to ensure spaces are ready and available (i.e. physical plant, food service, etc.).
• Assist the Advancement leadership team in handling the day-to-day office operations including credit cards, scheduling, team meeting agendas & minutes, travel arrangements (as needed) and correspondence.
• Draft, prepare, and coordinate communication from and within the department including emails, letters, reports and gift agreements.
• Prepare monthly budget reports, prepare and process purchase orders, maintain filing systems for credit cards.
• Provide support to all Advancement staff to ensure the success of Advancement activities as coordinated and directed by Advancement leadership team, such as:
• Proofreading alumni correspondence; testing emails and registrations for signature events like Homecoming and Heritage Club Dinner, etc.
• Sorting and stuffing mailings for solicitations, special events, and special Courier editions
• Special events, donor recognition, stewardship events and opportunities
• Event assistance for all team events like Homecoming, Day of Giving, Career Fair, Heritage Club, Alumni Council, President's Advisory Council, and others as deemed necessary.
• Attend and take minutes for the Board of Trustees' Advancement and Trusteeship Committees. Assist in scheduling Trusteeship meetings.
• Act as a liaison for gifts of art as an Advancement representative on the Permanent Art Collection Committee .
• Primary planning for Contemporary Issues Forum, Barron Bremner Outstanding Athlete awards, Founders' Medal and other large events as deemed necessary.
• Coordinate new/updated process documentation across entire Advancement department
• Complete updates on the Coe website.
• Back up timecard approver for all Advancement leadership team and area directors.

Qualifications:

• Bachelor's degree or equivalent combination of education and experience.
• 3-5 years of administrative support, preferably support of multiple positions and/or office management.
• Applicants must be currently authorized to work for ANY employer in the United States as we are unable to sponsor or take over sponsorship of an employment Visa at this time.
• Successful completion of a background check in accordance with Coe College policy.

Knowledge, Skills and Competencies:

Position Specific:

• Computer proficiency in Microsoft Office Suite required. Demonstrated capacity to learn and work within database and CRM systems preferred.
• Excellent verbal and written communication skills.
• Exceptional organizational skills, including the ability to use critical thinking to create efficiency and anticipate needs of the department.
• Ability to autonomously manage multiple priorities and changes in workflow. Task and detailed oriented.

Coe Competencies:

• Strong commitment to working collaboratively within a high performance term.
• Dedication to the educational mission of a private, residential liberal arts college.
• Ability to maintain positive relationships in a collaborative and diverse team atmosphere.
• Commitment to excellent customer and/or student service.
• Demonstrated ethical and responsible decision making.
• Consistent attendance and accountability necessary to meet position objectives.

Working Conditions and Physical Requirements:

• Typical office setting - stationary for several hours at a time.
• Occasional participation in evening and work-related activities.

Coe College is an equal opportunity employer.